Editing Timesheets

Sometimes an existing Timesheet needs to be edited because the details are incorrect or for other reasons changes are required.

Timesheets can be edited individually or in bulk.

What does this page cover?

• Enabling & Access Levels/Permissions
• Editing Single Timesheets
• Editing Timesheets in Bulk 

Enabling & Access Levels/Permissions

• A user wanting to edit timesheets first needs access to the 'Timesheets' page. For instructions on how to grant access, refer to Using the Timesheet Admin page
• Due to the number of permissions that relate to editing Timesheets in Humanforce Web, a separate page containing a listing of each has been published - refer to Timesheets Access Level Permissions
• A user requiring access to bulk edit timesheets will require the 'View Timesheet Authorisation Page>Allow editing>Allow bulk editing' permission.
  

Editing Single Timesheets

The below assumes all required permissions are active.

To edit a single timesheet:

1. Navigate to the Timesheets screen
2. When 'No Grouping' is selected, click the 'edit' icon  in the 'Actions' column against the timesheet.
   
   
   
   • When 'Group by...' is selected, click the number in the 'shifts' column to view all the individual timesheets in that group. Scroll to the right to view the Actions column for the expanded timesheets. Then click the 'Edit' icon.
     
     
     
3. The 'Edit Timesheet for [Employee Name]' modal will appear.
4. If you are unable to access or are unable to edit some or all the below fields or sections, check the permissions for:
   • access/visibility of specific fields
   • editing of specific fields
   • authorisation levels of the timesheet vs the editor user
5. Where a timesheet is Active, only comments may be edited unless the 'End Time' is also being populated. If 'End Time' is also populated, all fields can be edited. 
6. You are able to make changes to the fields to update this timesheet.
   • Making changes to fields that are linked to others may cause those fields to update to display only valid options eg changing the Location may change the Department and Role fields.

Costing

• Creating an Authorised timesheet will automatically update the 'Cost' value - as appropriate - for all other Authorised timesheets for that employee.

Editing Timesheets in Bulk

The Timesheet Bulk Editing functionality in HF Web was released in v6.0.29 (June 2024)

The below assumes all required permissions are active, and specifically the 'View Timesheet Authorisation Page>Allow editing>Allow bulk editing' permission.

To edit timesheets in bulk:

1. Navigate to the Timesheets screen
2. Select the 'No Grouping' view (bulk edit is not available when grouping)
3. Select the timesheets to be edited using the checkboxes on the left next to each timesheet (no-shows cannot be selected or bulk edited)
4. Click the 'Edit Details' button
   
5. The 'Bulk Edit Timesheet Details' window will appear
   
6. If only a single timesheet has been selected to bulk edit, the standard single edit window will instead appear.
7. Changes made to this screen will, when saved, be applied to all selected timesheets unless advised otherwise.

More information about editing timesheets in bulk

• Selections
  • Records unable to be bulk edited:
    • No Shows (checkbox is disabled)
    • Active timesheets
      
      
• Locked timesheets can be selected, but when editing, the 'Lock' checkbox must be deselected/false at time of saving.
  • If you unlock, make changes then lock again and then save, the changes made will only apply to the originally unlocked timesheets, not to the locked timesheets. This is the same behaviour as when editing a single timesheet.
    
    • This means for users wishing to make changes to locked timesheets but keep them locked, it must be actioned in two stages. First step, in the bulk edit window unlock and then make your changes, then save. Next step, reselect the timesheets and update the locked status, then save.
      
      
• Fields
  • When expanded, the dropdowns will provide all shared values that could be applied to all the selected timesheets at that time.
  • Making changes to fields which relate to others may change the values available in those related field dropdowns. For example changing a Location may change the options available in the Departments and Roles fields and may even change the value selected to '[None]' where no common value can be selected.
  • Where "[Mixed Values]" appears, the user may click the dropdown to show the values that are common to all the timesheets. The user can then select one of those values, which when saved will update all selected timesheets to that value.
    • The user may reverse their change by reselecting the "[Mixed values]" option from the dropdown as long as the change had not already been saved, and changes have not already been made to other related fields that result in that field no longer having common values.
  • Users can update comments in bulk.
    • Where the comments field is disabled and displays "[Mixed comments]", the user must click the 'Delete Comments' button to enable the comments field to be able to enter new comments. 
    • The user can revert the comments back to their original saved state after clicking 'Delete Comments' by clicking the 'Revert Comments' button, which will re-disable the comments field  and upon Save, no changes will be made to the various comments across the selected timesheets.
  • Where the Locked or Paid checkboxes contain a line rather than a tick or blank, this indicates a mixed value ie the checkbox is active for at least one timesheet but not for others.
    
    
• Functions
  • Users can lock and unlock timesheets in bulk, assuming the required permission is active - refer to the Locking & Unlocking Timesheets article.
  • Authorising timesheets in bulk is not available via this method. This function however is available from the main Timesheet page - click HERE for more information on bulk Authorising.
    
    
• Saving
  • Where an error occurs upon save, none of the changes for any of the selected timesheets will be applied.
  • Cannot save where any of the selected timesheets include an employee whose termination date is before the Timesheet Date.
  • Cannot save where break times are outside of the timesheet Start/End times.
  • While Locked timesheets can be included when selecting timesheets to bulk edit, unless the 'Lock' checkbox is deselected before saving, any changes made will not apply to the locked timesheets.
• Costing
  • Authorised timesheets will be costed when using bulk edit.
  • The costing process will run in the background once the bulk edit is submitted to avoid the user needing to wait for a potentially lengthy period for it to complete before being able to continue operations.
    • The reason for potential delays is that the costing process not only checks and updates the timesheets being edited but also any other authorised timesheets for employees within the same pay period. For example, if a bulk edit involves 50 timesheets for 50 employees, and each of those employees has 5 other timesheets in the same pay period, a total of 300 timesheets will need to be checked and potentially updated.